Executive Assistant

HealthCare Information Management, Inc. (HCIM) is searching for a full-time Executive Assistant that will primarily work from his/her home-based office and will occasionally travel as needed.

Key Areas of Responsibility

The key area of responsibilities for this position are to provide administrative support at a company level to the following:

  • Executive Vice President, Professional Solutions, and their associated business unit
  • Executive Director, Strategic Consulting , and their associated business unit
  • HCIM Leadership Team
  • Additional Business Units, as needed

Job Functions

The typical job duties of the Executive Assistant include, but are not limited to, the following responsibilities which support for the executives and business units listed above:

Accounting & Reporting

  • Assist in the preparation and maintenance of the fiscal year budget forecast
  • Assist in the preparation and maintenance of all financial reports
  • Prepare and distribute operational reports, tracking reports, action item lists, etc.
  • Create and process A/R requests and distribute invoices and supporting documents to the designated Account Executives or clients as directed
  • Assist executives with expense reports by entering and reconciling expense reports prior to their approval
  • Reconcile client billable A/R
  • Maintain Revenue Based Bonus database and reports

Administrative Support

  • Provide administrative support
  • Handle and coordinate communication
  • Produce business correspondence in the form of letters, emails, memorandums, proposals and/or reports
  • Assist executives supported with travel research and arrangements (flights, hotels, car rentals, mapping travel options, etc.)

Company Records & Filing System

  • Prepare and process company level documents
  • Prepare and distribute meeting minutes for assigned company meetings
  • Organize and maintain files, including:
    • Prepare hard copies of company files for shipment to the corporate file storage unit on a quarterly basis, if required
    • Organize and maintain documents and files on HCIM’s current document repository (SharePoint) for Professional Solutions, Strategic Consulting, and the Leadership Team

Human Capital Services

  • Act as a backup for payroll processing and reporting, time tracking and expense entry and approvals
  • Act as a backup for Colleague Resource Center maintenance


  • Schedule and organize online meetings and conference calls
  • Prepare and process all assigned meeting agendas, packets, presentations, and minutes, including face-to-face meetings and web conferences
  • Attend web conferences, face-to-face, and other meetings as requested
  • Act as Meeting Coordinator for all company level meetings including Professional Solutions, Strategic Consulting, Leadership Team, Business Unit, and Colleague meetings (responsibilities outlined separately in Meeting Support Team Primary Responsibility Matrix)

Network Infrastructure and Service Providers

  • Maintain Professional Solutions, Strategic Consulting, and Leadership Team SharePoint sites
  • Serve as a backup contact for on-line time and expense tracking provider(s)


The ideal candidate will possess a minimum of a high school diploma and five years of administrative experience and/or a combination of college-level coursework and related work experience. In addition, the ideal candidate should possess a strong interest and proven experience in:

  • Administrative duties
  • Financial report analysis and interpretation
  • Computer skills with a highly proficient knowledge of administrative software packages including spreadsheet, word-processing, presentation and email programs

Key Competencies:

The ideal candidate will possess competencies in the following areas:

  • Prior experience supporting senior level management preferred
  • Adaptability/Flexibility
  • Attention to detail and a high level of accuracy
  • Confidentiality
  • Decision making
  • Effective oral, verbal and written communication skills
  • Highly proficient knowledge of administrative software packages (Outlook, Excel, Word, PowerPoint, Access, PDF software, SharePoint)
  • Initiative
  • Interpersonal skills and the ability to establish and maintain effective working relationships with co-workers
  • Judgment and problem solving
  • Multitasking
  • Organization
  • Problem analysis and problem solving
  • Teamwork and collaboration
  • Time management
  • Event and meeting planning
  • Work well independently

Work Environment

The Executive Assistant will perform the above duties from his/her home-based office in cooperation with other HCIM colleagues who may or may not be located elsewhere.

  • Occasional face-to-face work sessions with other colleagues and/or HCIM clients may be necessary.
  • Frequent face-to-face work sessions with other colleagues and/or HCIM clients may be necessary.
  • Occasional face-to-face meetings on behalf of the Professional Solutions and Strategic Consulting Business Units, as well as Leadership Team as needed.
  • Travel for business purposes may be required as needed.


  • Generous salary
  • Company health benefits package
  • 401(k) retirement plan
  • PTO and paid national holidays
  • Company provided laptop and cell phone

Additional Requirements

  • The ideal candidate will be a self-starter with a high sense of professionalism, and will require minimal supervision
  • Candidate may be required to travel to Hendersonville, North Carolina one to two days per week for face-to-face meetings
  • No relocation assistance will be offered
  • Candidates must be able to work from home
  • Candidates must have a verifiable work history
  • Candidates must submit to and pass a background check

HCIM strives to create an environment built on trust, which fosters creative thinking, empowered decision-making and innovative solutions. Our products and services are recognized to provide the best value based on demonstrated experience, knowledge and expertise in the health care marketplace.

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